Since 1979, LISC and its affiliates have invested approximately $29.7 billion in businesses, affordable housing, health, educational mobility, community and recreational facilities, public safety, employment, and other projects that help to revitalize and stabilize underinvested communities. Headquartered in New York City, LISC’s reach spans the country from East coast to West coast in 38 markets with offices extending from Buffalo to San Francisco and in 2,400 rural counties across 49 states and Puerto Rico.
Local Initiatives Support Corporation (LISC) seeks an organized, professional to become the Program Assistant in its Virginia office. The Program Assistant will be responsible for ensuring efficient office operations by providing a range of administrative functions to support the LISC office. In addition, the Program Assistant will provide support to the Richmond team to ensure grant/contract management is timely and accurate and programs are administered smoothly and effectively. Responsibilities include grant administration, compliance and disbursements, and financial management.
Responsibilities:
- Administer, track, and update donor lists, records, and communication materials used for fundraising
- Process and track local office revenue and expenses monthly for accuracy; provide financial management support to include: invoicing, updating payment status, proactively communicating with LISC National finance and accounting teams
- Process all incoming checks, gifts, grants and track status of all receivables
- Plan and coordinate events logistics to include: trainings, conferences, and special events
- Assist with Local Advisory Committee meetings (minutes, logistics, and meeting coordination) and other committees
- Develop and enhance processes/procedures to effectively manage daily office operations
- Distribute mail, overnight packages, respond to phone and email inquiries from the public, maintain office and meeting space, proactively ensure office is prepared for meeting and guests
- Order office supplies and manage inventory to ensure adequate supplies for the office and staff
- Work with LISC IT to maintain/troubleshoot LISC operating systems, software, applications, computer & other office equipment
- Develop and maintain strong working relationships with local Program staff and national LISC backroom operations staff
- Provide administrative support to the LISC Richmond team
- Work with the following LISC platform of software to accomplish tasks: Salesforce, Certify, NetSuite, ADP and Box
- Coordinate with the National Communications team, prepare content for publication including newsletters and press releases and as required update our social media accounts & mailing list
- Assist staff in various program processes including: collection of partner information/data and program outcomes; processing and monitoring grants/consultant agreements; monitoring grant and consultant performance to ensure alignment with agreed scope of work; processing disbursements and financial drawdowns and maintaining program records to ensure all office files are accurate and up-to-date on a regular basis.
- Oversee and manage electronic file management, with paper files as required.
- Working with the Executive Director and Program Officers, establish and populate a client management system using Access with connections to Outlook and Salesforce
- Maintain Executive Director’s calendar, schedule appointments and conference calls, manage invitations, and coordinate travel arrangements.
- Handle Executive Director travel arrangements including car rentals, flights and hotels.
- Assist with internal/external and Local Advisory Committee meetings, with responsibility for minutes, logistics, and meeting coordination.
- Assist the Executive Director with logistic support for job postings and recruitment
- Assist with staff onboarding and training
- Track data and develop accurate, accessible, and up-to-date grant applications and reports on grantee/partner projects and program accomplishments
- Provide logistical and programmatic support for LISC Virginia programming
- Support program officers in advancing all areas of programmatic work including tracking and reporting on grant outcomes, preparing grant agreements, reviewing financial reports, processing grant disbursements, and supporting grant compliance
- Review service provider partner outcomes in Salesforce, create written reports and effectively communicate with program partners and funders to maintain relationships within the community
- Support Financial Management and Grants Management, including tracking and reporting on grant outcomes, processing financial reports, processing grant disbursements, and supporting grant compliance
- Support asset management by maintaining tracking and reporting on recoverable grants and loans
- Support grantees and applicants to compile needed documentation and answer applicant inquiries
- Monitor and update internal reports and data lists
- Perform other related duties as assigned
- Serve as the primary contact for the current facility
- Assist with site selection for new space and manage the logistics of 2020 office move; Provide logistic support for meetings, trainings, workshops, information sessions, orientations, conferences and special events.
- Meet and greet visitors, distribute mail, overnight packages, answer phones and direct inquiries, and maintain office, kitchen and meeting space.
- Order office and kitchen supplies, manage inventory and maintain adequate supplies for the office and staff.
